TFT - Administrative Team Assistant, Medical

TEMPORARY UNTIL APPROXIMATELY AUGUST 29 2025

The Administration Team Assistant Medical will provide essential administrative support to department managers as well as their respective departmental team as required. The incumbent will perform complex and general administrative duties including office management appointment scheduling reception data processing communication and other tasks assigned. The position will be based at the Homelessness and Housing Help Hub (H4).

RESPONSIBILITIES & DUTIES:

• Back-up for other Administration Team Assistants as required. Screen patients for the presenting issue prior to appointments.
• Update and maintain patients health records including the collection and verification of all socio-demographic information under the direction of the CMHA Health Centre staff.
• Assist patients with paperwork.
• Answer patients queries and ensure quality customer service.
• Collaborate and prioritize patient concerns to determine the nature of the presenting issue.
• Schedule and coordinate patient appointments including follow up appointments and other referrals.
• Maintains EMR systems creating and deleting files as required retrieving information and ensuring that agency policies regarding privacy are followed.
• Check patients in and out including the accurate collection and verification of required EMR information and documentation.
• Prepares agendas for meetings correspondence summaries and other items for meetings in consultation with the Director Primary Care/health care team professionals and ensures items distributed one week prior to the meeting.
• Records action minutes of meetings as required.
• Edits and proofs outgoing letters/reports as required.
• Prepares patient referral and consultation letters as directed.
• Types documents within timelines requested and with correct punctuation format and no typographical errors.
• Conducts administrative support activities or assignments composing routine correspondence preparing presentation materials coordinating events/functions as directed by Director Primary Care/Manager or Manager Quality and Performance.
• Manage patient flow and maintain all administrative tasks of the health centre.
• Plays a key role in maintaining the overall welcoming tone of the medical reception area and responds effectively to problems and difficult situations that may arise.

EDUCATION & SKILLS:

• A 2-year Post-Secondary Diploma in a Medical Office Administration is required or equivalent program deemed relevant by the employer.
• One (1) year of medical administrative experience preferably in a health care environment is required.
• Advanced computer skills in Windows operating systems Outlook Word Excel PowerPoint Access and other database management systems is required.
• Full range of knowledge in the operation of all standard office equipment including the use of photocopier fax machine laptop computer and scanner.
• Excellent organizational skills are required.
• Able to organize schedule people or tasks while being sensitive to time constraints and resource availability.
• Able to communicate effectively and engage others at special events is required.
• Strong written and oral skills with the public professionals staff and clientele of the agency is also required.

• Due to the nature of the work the incumbent must have a valid G drivers license and ongoing daily access to a vehicle.

• Bilingualism in both official languages at the advanced level is an asset for all positions.

Hours of Work: Thirty-Five (35) hour work week. Flexible hours are required to meet service needs.

Salary range: Grade 5 $25.57 $31.11 per hour

Per 2022-2026 Collective Agreement

Please submit your cover letter and resume clearly stating how your skills and experience meet the position requirements prior to the posting closing date.

Posting Date: Thursday June 12 2025

Posting Deadline: Thursday June 19 2025 @ 4:30pm

We thank all applicants for their interest in employment at CMHA-WECB. We are however unable to respond to individual calls. Only those individuals selected for consideration will be contacted for next steps. Thank you for your understanding.

This position is posted per Article 15 of the Collective Agreement. Internal candidates will be considered in priority as established by the Article as such external candidates may not be considered if there is a qualified internal applicant.

We are dedicated to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from individuals of all identities and experiences as we believe that diverse perspectives strengthen CMHA. If you require accommodations during the application process please contact us at

Please note that candidacy for positions will require you to be authorized to work in Canada.

Please note that a satisfactory vulnerable is required as a condition of employment for this role with CHMA-WECB.

Required Experience:

Manager